Businesses institute dress codes for a number of reasons, including enhanced professionalism and to minimize distractions. The office memo introducing a new or different dress code should be clear about how the employers expect the employees to dress, while maintaining a polite positive attitude. Supervisors or human resources personnel should write the memo using proper memo format and informative message techniques.

Setting Policy

Most businesses explain dress code policy in employee handbooks or other types of new employee and orientation material. Memos carrying dress code information may remind employees to adhere to dress code policy. Any memo that alters or creates a dress code would probably be followed by an official policy change noted in the employee handbook or official company code of conduct.

Memo Format

Memos are shorter and more informal than the average business letter. They are usually one page or no more than approximately 250 words. Most memos omit salutations, closes and paragraph indents. Memos do include subject lines that indicate what the memo’s regarding, such as “New Dress Code” or “Change in Dress Code.” The memo may also list the date and time of its sending underneath or across from the subject line. Most memos include the writer’s initials, or occasionally a signature, at the bottom of the page.

Crafting Informative Messages

The main goal of writing a dress code memo is to briefly inform the staff of a new dress code policy or changes to current dress code. Dress code memo writers should use standard informative message composition. The writers should include a summary of the key points in the first paragraph, the details of the dress code, the reasons behind the policy, any potential negative dress code situations and a positive, forward-looking conclusion. The writer should ensure that the message maintains and builds goodwill.

Maintaining Goodwill

Goodwill in messages is an important effort that demonstrates care and appreciation for employees. Goodwill is especially important in informative memos that may seem negative to some employees. Employees who don’t like dress codes or don’t want to conform to the dress code may appreciate benefits to the policy listed after each instance of new regulations. Employees tend to receive information on new codes better when they understand the reasons behind the policy changes.

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About the Author

Roslyn Frenz started writing professionally in 2005, covering music, business ethics and philosophy. Her work has appeared in "Designing Wealth," "The Other Side," "Upstate Live" and many other publications. Frenz has a bachelor's degree in business marketing from the University of Phoenix. She is pursuing an M.F.A. in creative writing.